dr. n.balaji m.e., phd., professor & head of the department department of information technology...
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Dr. N.Balaji M.E., PhD.,Professor & Head of the Department
Department of Information TechnologyKLN College of Engineering.
Objectives
Define and understand communication and the communication process
List and overcome the barriers in a communication process
Practice active listening
Tips to improve verbal and non verbal communication
What are the most common ways we communicate?
Spoken Word
Written Word
Visual Images
Body Language
What is Communication?
Communication is the transmission of an idea or feeling so that the sender and receiver share the same understanding.
Communication takes place when the ideas from your mind are Communication takes place when the ideas from your mind are transferred to another’s and arrive intact, complete, and coherent.transferred to another’s and arrive intact, complete, and coherent.
The Communication Process
SENDER(encodes)
RECEIVER(decodes)
Barrier
Barrier
Medium
Feedback/Response
TOTAL COMMUNICATION PROCESS
Reading16%
Writing9% Speaking
30%
Listening45%
Types of Communication
One-way communication
Two-way communication
One to many
Essentials Of CommunicationEssentials Of CommunicationDo’sDo’s
Use precise, memorable and powerful words Support your words with visual aids Give examples Eye contact Active listening Keep it short and simple Avoid interrupting Appropriate facial expressions
Essentials Of CommunicationEssentials Of CommunicationDon'tsDon'ts
Do not use technical terms and terminologies not understood by majority of people
Do not speak too fast or too slow Do not speak in inaudible
surroundings as you wont be heard Do not assume that everybody
understands you Do not interrupt the speaker.
Barriers to communication
Noise Assumptions/Misconceptions Emotions Language differences Poor listening skills Distractions
Communication Errors
Visual Interpretation
What is in this picture?
WHAT DOES IT MEAN?
HE SAW A MAN IN THE GARDEN
WITH A TELESCOPE
Reading Interpretation
Writing error
Hang him, not leave him
Hang him not, leave him
Before communicating Ask
yourself…
Before communicating Ask
yourself… What is the main purpose/aim?
Before communicating Ask
yourself… What is the main purpose/aim? Who will receive it?
Before communicating Ask
yourself… What is the main purpose/aim? Who will receive it? What is the likely attitude of the listener?
Before communicating Ask
yourself… What is the main purpose/aim? Who will receive it? What is the likely attitude of the listener? How much does he need to know?
Before communicating Ask
yourself… What is the main purpose/aim? Who will receive it? What is the likely attitude of the listener? How much does he need to know? Is my timing right?
Before communicating Ask
yourself… What is the main purpose/aim? Who will receive it? What is the likely attitude of the listener? How much does he need to know? Is my timing right? What is the main subject?
Before communicating Ask
yourself… What is the main purpose/aim? Who will receive it? What is the likely attitude of the listener? How much does he need to know? Is my timing right? What is the main subject? Are the major points clear?
Before communicating Ask
yourself… What is the main purpose/aim? Who will receive it? What is the likely attitude of the listener? How much does he need to know? Is my timing right? What is the main subject? Are the major points clear? Is there any ambiguity?
Components of Communication
Verbal CommunicationVerbal Communication
Vocal communicationVocal communication
Non-verbal communicationNon-verbal communication
Verbal Communication
“What you heard is NOT what I said!”
Verbal communication is simply the communication that is expressed through words.
What you say is verbal communication
Components of Verbal Communication
Sender
(Person talking)
Message
(Conversation)
Receiver
(Listener/Decoder)
Setting
(Interaction Location)
o Eliminate Noiseo Get Feedback – Verbal & Body
Signalso Speak Slowly & Rephrase your
sentenceo Don’t Talk down to the other
persono Listen Carefully & Patiently
Improving Verbal Communication-Tips
Active Listening
The process of recognizing, understanding, andaccurately interpreting communicated messages
and responding to spoken and/or nonverbalmessages.
Steps to Effective Listening: Hearing Interpretation Evaluation Respond
Hearing Vs Listening
Hearing – Physical process, natural, passive
Listening – Physical as well
as mental process, active,
learned process, a skill
Tips to become a better listener
Don’t talk – listen. Don’t jump to conclusions. Listen between the lines. Ask questions/paraphrase. Don’t get distracted by the environment. Keep an open mind. Be willing to listen to someone else’s point of view and
ideas. Provide feedback. Take advantage of your brain power.
How to improve your listening skills?
Maintain eye contact with the instructor Focus on content than on the way that it is
being said. Avoid selective listening Avoid distractions Ask questions to stay active and interested. Face the speaker Maintain eye contact Respond appropriately – say yes, nod, etc. Do not be preoccupied with your own
thoughts.
Vocal Communication
Vocal Communication:
Modulated by the voice like Telephone Speech, Vocal prayer, Vocal melody
Telephone Etiquettes
Before you place calls
Be prepared – plan your conversation
Turn away from your computer desk or other work
Have pens, pencils and notepaper handy.
Answering the phone
Answer calls promptly within 3 rings
Smile as you pick the phone – the caller will hear it in your voice.
Project a tone that is enthusiastic, natural, attentive and respectful.
Greet the caller and identify yourself and your business
Ask “How may I help you?”
During the conversation… Enunciate / pronounce clearly Use simple English Avoid slang – uh, hmm, yeah, dude Always speak calmly and choose your words carefully Use all your listening skills Focus all your attention on the caller and the
conversation Clarify and check for understanding Use basic phrases of courtesy E.g. “May I help you?”
“Please”, “Thank You”, “You are welcome”. Do not chew gum or eat during a conversation Do not slam the phone or cut off abruptly Refrain from idle chit chat with customers.
If there is a problem, project a tone that is concerned, empathetic and apologetic.
Avoid the five forbidden phrases: “No” - Instead find a way to state the situation positively “I don’t know” - instead say “that is a good question let
me find out for you” “I/we can’t do that” - instead say “this is what i/we can do” “You will have to” - instead say “here is how we can help
you” “Just a second” - instead give a more honest estimate of
how long it will take you.
Reports to callers “Mrs Madhu is on another line, will you wait please?”
“He is away from his desk, may I take a message?”
“I’m sorry, Mrs Madhu is out of office may someone else help you?
“Mr Ram is in the Finance/HR/Sales department, one moment please, I’ll transfer your call.”
“I’m sorry to keep you waiting.”
Answering calls for others Identify yourself and the company or person for
whom you are answering and say “how may I help you?”
Offer assistance in the absence of others say “she is not in today perhaps I can be of assistance.
Do not make commitments for others. Say “I’ll give him your message when he returns.”
Take accurate legible messages with time, date, reason for call, urgency, the best time to reach them and all other pertinent information. E.g. reports to caller.
Transferring Calls
Explain the reason for the transfer – “let me connect you with Mr./Ms./ Mrs. xyz in______ department.
Know your extension numbers so that the caller is not kept waiting.
Mute the line if you are clarifying any information with your colleague etc.
Obtaining the callers name
“May I tell Mr. Rao who is calling please?” “May I say who is calling please?” “May I have your name please?”
Progress reports Mr Rao’s line is still busy do you wish to
continue waiting? “I’m sorry to keeo you waiting, may I check
further and call you back?”
Placing someone on hold
Make sure that it is for a genuine reason. Ask the caller if he/she would hold, and wait for a
response rather than assuming the answer is yes. Never keep a caller on hold for more than a
minute. If you have to take longer than that, return to the person and tell them that you will have to take a few minutes longer and ask if you could call back.
When you return to the caller thank them for holding
Dealing with angry customers
Listen; allow the caller to vent Empathize; acknowledge the person’s feelings Apologize when appropriate. Be positive Solve / suggest generate solutions that you can both
agree on and if reasonable do it. Remain calm and courteous, do not argue. Do not interrupt. Explain clearly do not make unrealistic promises. Act fast, acting quickly shows that you are sorry and
that you will handle the issue. Follow up get back to the caller to make sure the
problem has been solved.
Concluding the call
End the conversation with an agreement on what is to happen next; if you are to follow up do so immediately.
Thank the caller for calling- for his time, invite the caller to call again.
Non Verbal Communication
Communication without the use of spoken language. Nonverbal communication includes gestures, facial expressions, and body positions (known collectively as “body language”),
Non Verbal Communication
Components of Nonverbal Communication
Prosody(Pitch, Duration,
Loudness, Rhythm)
Kinesics(Visual Signals, Eyes,
Gestures, Hands)
Proxemics(Social Space)
Paralanguage(Emotions, pitch, rate of speech,
volume)
Other Components of Nonverbal Communication
Nonlinguistic Cues
(Gestures, Body Language, Facial Expressions, Head and Body
Movement)
Metalinguistic Cues
(Ability to talk about, analyze, and judge language)
Improving Body Language - Tips
Keep appropriate distance Touch only when appropriate Take care of your appearance Be aware - people may give false cues Maintain eye contact Smile genuinely
…in the new global and diverse workplace requires
excellent communication skills!
Success for YOU…
56 06.03.2008Grid Computing by S.T.Selvi, MIT, Anna University56
57 06.03.2008Grid Computing by S.T.Selvi, MIT, Anna University57
A long way to Reach. Let us start with a single step
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